Office Administrator

Bahrain

Ref: LP127-2265

Job description / Role

Employment: Full Time

Company
Our client is a therapy center that provides treatment programs for children with autism, ADHD, speech impairments and more disorders. They are currently looking for an Office Administrator to be based in Bahrain.

Duties & Responsibilities:

Clerical Duties
• Answer and direct phone calls
• Obtain and record client information
• Respond to emails
• Prepare documents including office correspondence, memos, resumes, and presentations
• Coordinate and manage appointments, meetings and the meeting room schedule in order to prevent duplicate bookings
• Ensure that the reception and client waiting area are clean and presentable
• Take down minutes of meeting

Scheduling
• Schedule sessions for therapists and clients
• Schedule parent trainings for parents and clinical team
• Update schedule when necessary
• Maintain schedule and ensure that all therapists are signing off on sessions and
• that proper timesheets are generated
• Fill the daily attendance of our clients on the therapy session tracker
• Send appointment / event reminders to parents and the team
• Track staff availability in order to determine staffing requirements
• Send parent training and meeting schedules to parents on a monthly basis
• Organize staff cover when a staff is on annual leave / absent / sick leave
• Keep track of mentorship system

Human Resources
• Send employee login and all HR paperwork
• Conduct new hire onboarding when a new employee joins including filing documentation
• Coordinate with MLSD and Tamkeen for onboarding and salary schemes
• Coordinate with Clearance Company for visa and CPR process of expat staff
• Train new hires on practice management softwares
• Send updated policies and procedures at the start of the year
• Employee handbook updated
• Policy handbook updated
• Facilitate staff team building events and activities
• Organize team birthdays
• Keep track of when therapists are due for their yearly RBT renewal and notify
• Clinical Director one month in advance
• Maintain HR files with employee paperwork
• Update email group lists
• Update clinical department BCBA’s supervision hours on a monthly basis and send to ED
• Ensure staff leave is accounted for and documented during attendance reports and staff remaining leave
• Send travel policies to staff
• Ensure staff that are late or absent bring in a sick leave
• Filter, screen and organize interviews
• Prepare quizzes for the team

Clients
• Welcome visitors and direct them to the relevant office/personnel
• Actively message and reply to parents as and when needed
• Forward session notes on a daily basis
• Send welcome emails to parents
• Keep track of when clients are due for their quarterly progress report and notify the senior therapist on the case two weeks in advance
• SLP, OT

Proofread and send progress reports and send to the client’s:
- Parent
- Pediatrician
- Any other specialists (Neuro, psych)

- Follow up with quarterly parent satisfaction surveys
- Ensure that all client files are organized on Rethink
- Call parents in case of an incident report
- Take and send videos of the clients to their parents on WhatsApp after approval from Clinical Director
- Weekly update of client data in MailChimp
- Conduct exit checklists as and when a client discharges

Billing
- Notify Accounts Dept for any new client invoices or quotations that are required
- Follow up on outstanding client invoices
- Ensure that sessions are scheduled only after payment has been received
- Collect payments via card machine as well as uploading and storing receipts in the petty cash box
- Notify Accounts of any client payments that are received
- Notify Accounts of any package changes
- Bill late cancellations, in line with company policy
- Record office expenses and track against budget
- Ensure there is sufficient amount in the petty cash box for weekly stationary purchases

Requirements

• High school diploma or a Bachelor’s degree in business, administration, or a related field.
• 2 or more years’ office administration experience.
• Proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, and Access).
• Comfortable handling confidential information.
• Multi-tasking and time-management skills, with the ability to prioritize tasks.
• Maintain valid CPR.

About the Company

Propel Consult delivers a service in step with the needs of both our client companies and candidates. Our ability to add value to all levels of recruitment stems from our wholehearted belief in providing a professional service to both parties. We have built relationships with many leading indigenous and mulitnational organisations throughout the Middle East and internationally in countries such as UAE, Qatar, Saudi Arabia, Oman, Bahrain, Kuwait, Egypt and many more. Concentrating our resources has created 5 distinct specialist divisions: